Building Division Administrative Specialist II

Department: Planning and Development Services About Our Job In this role you'll provide administrative support for the Building Official’s office in a fast-paced work environment providing high level customer service, clerical, secretarial, processing, and financial related duties. This position has a high level of customer interaction and will build and foster positive working relationships and maintain an excellent customer service standard when interfacing with both internal and external customers. Job Description: Primary administrative assistant for the Building Official in handling daily workloads, issues/complaints, plan, arrange and maintains appointments in calendar(s), creates memos/letters, travel vouchers and other correspondence, etc. Coordinate assignments for the Building Official and ensures that deadlines are met. Research & prepare draft responses for administrative or commission assignments (coordinate work assignments & projects for division), ordinances, resolutions and proclamations which includes cover memos, staff reports, research, charts, Power Points, etc. for eGenda process. Research and prepare draft ordinances/resolutions for management and coordinate with necessary departments for review. Handle eGenda/eCar entry as necessary and coordinates with appropriate staff to complete packets for Building Official’s office. Maintain records & vital information for the Building Official’s office. Act as point of contact among customers, staff, and other department staff for the Building Official’s office. Assist with customer issues on behalf of the Building Official by coordinating with appropriate supervisors/liaisons/analysts while keeping the Building Official apprised with up-to-date information. Delegate customer inquiries to appropriate supervisor/manager and follows up with building official, as necessary. Assist with mail distribution for Planning & Development Services (PDS) department staff at office location. Liaison to the Development Services Advisory Committee (DSAC) and Building Code Board of Adjustments and Appeals (BCBAA) including recording secretary for both advisory boards. Handle advisory board appointments & advisory board annual reports in eGenda process. Coordinates schedule for presentations to DSAC and BCBAA. Track & report on Census information for the Building Division. Run reports for Building Official for strategic and business planning purposes. Work with Business Professional/Analyst staff to ensure accuracy of reports. Conduct initial review of new state application licensure paperwork submitted for Building Official review and signature. Make necessary copies to distribute and enters information for certified mail of applications for Department of Business and Professional Regulation (DBPR). Assist the Deputy Building Official or other management, when requested. Provide backup assistance to administrative support for Flood Damage Prevention Program within Planning & Development Services, Building Division. Work Hours: Monday – Friday, 7:30 a.m. – 4:30 p.m. About You Minimum Qualifications: High School Diploma or GED 2-5 years of administrative and computer experience NOTE: Once year of college may substitute for one year of experience. Must be Florida Notary or have the ability to obtain within three (3) months from date of hire. Preferred Qualifications: College coursework in Business from an accredited college or university Related professional certification Experience with building department and/or construction industry. About Everything Else Pay: $16.03 – $20.24 based on your experience This Posting is currently Open Until Filled #J-18808-Ljbffr